End of Financial Year – EOFY – Rollover #

Hello Aurora Customers,

Aurora Cloud Desktop has rollover functionality to be used in part of end of financial year procedures.

If your libraries do not use acquisitions/funds at all, then the rollover is not required, however most libraries who do not use acquisitions, still need to rollover their Serials budget

If you are an Aurora Cloud customer then you will need to advise AIT of the rollover start date.
This is the date that you would like to end orders being received for the FY and rollover any open orders to that FY. This can be any date in July of the new FY.

If AIT is not given a rollstart date by a cloud customer, the rollover date will be 1 July. (This process cannot be reversed)

Please contact AIT if you require any further information.

RollStart #

 It is possible to define a Rollover start date.  If you’ve not used this before then it is recommended that the rollover proceed on July 1^st as normal.  If you do want to extend the financial year order close date, then the Rollover dates must be set and subsequently removed. This can be done in the Funds/Rollover screen.

This RollStart date will be the date that no more orders may be completed, received or authorised in the current financial year. Any date in July may be selected and if no RollStart date is chosen then 1^st July is the default date of rollover. The Rollstart date may be re-adjusted if required, to provide extra time before the set date is reached.

Orders rollover – Task #

The task ‘Update/Orders – roll into current financial year funds if still open from previous financial year’ will rollover the outstanding orders and create the new funds for the next year. This task should be run after close of business on the day before Rollstart.

Fund bubble up – Task #

The task ‘Update/Funds: Bubble-up order commitments through higher level funds’ must be run before and after the ‘Orders rollover task’. This will put the correct fund amounts in the current financial year before the table is frozen, and in the new financial year after the rollover has occurred.

Orders #

All orders that are still active (on order) when the ‘Orders Rollover Task’ is run will be moved to commitment in the new financial year. Any order that you do not wish to rollover must be received before the Rollstart date is reached. No orders may be placed from 1^st July until the Rollstart date as there will not be a current financial year fund to attach the order to.

Partial orders #

Orders that are partially received in the current financial year and will be completed in the new financial year must not be marked with the status ‘completed’ in Order List. The order must remain as ‘Received’, and the full commitment will be moved to the new financial year. If the partially received order is marked as completed, the remaining order will not rollover.  On receipt of the rest of the order the new financial year expenditure will only adjust to the newly received part of the order.

Purchase orders #

It does not make a difference if the purchase order is open or closed. The active orders within will be rolled into the new financial year.

Invoices #

After Rollstart, invoices for the current financial year can be authorised, but will not adjust the frozen fund table. If the order was in commitment when rollover occurred, it will remain in commitment.

Serials #

Serial subscriptions need to be marked with a status of ‘completed’ in the orders tab of serial control, if they are not to be included in the rollover. A subscription will rollover to the new financial year if the status is set to ‘on order’. Therefore, if required a subscription may be created at any point of the year and if left ‘on order’ will be expended in the next financial year. A subscription may be changed to completed at any point and the outstanding issues may still be received.

Cloud customers #

AIT will perform the rollover on the cloud servers. Please let us know if a Rollstart date is required for your library.

Non-cloud customers #

May use the procedure above.